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TYPE OF WORK
Part Time
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SALARY
?18,000
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HOURS PER WEEK
10
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DATE UPDATED
Dec 27, 2025
We're a small creative studio in NYC run by me and my business partner. We manage multiple businesses under one umbrella:
• Equipment rentals (rents)
• Creative services for clients (retainer + project-based)
• Content licensing (royalties)
I'm looking for someone who gets genuinely excited about making numbers balance. If you are good at QuickBooks, familiar with Gusto, catch errors others miss, and love AI-assistance — keep reading. We use AI tools to help with categorization and analysis. Bonus if you have experience using AI assistants like Gemini, ChatGPT, DeepSeek, or similar.
I'm looking for someone who can understand accounting strategy. Our accountant has already restructured our books and set up a Chart of Accounts — now I need someone reliable to handle the ongoing cleanup (merge multiple accounts, etc.) and implementation work (categorization, classification, tagging).
Ideally, a long-term position. If you're good, you'll have consistent hours/work for a long time.
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THE ROLE
We need someone who can handle both — not just one.
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PART 1: HONEYBOOK + QUICKBOOKS BOOKKEEPING (20-25 hr cleanup project + ongoing monthly work)
• Clean up our Chart of Accounts, our Rules
• Cross-reference Honeybook invoices to get context for income, expenses — which client, which project, what portion is retainer income vs reimbursement for billable expenses
• Categorize 2025 transactions — income, expense, with correct Account + Class + Customer
Ongoing monthly:
• Categorize new transactions as they come in
• Match invoices to deposits
• Communicate anything for review
I'll provide:
• Accountant's recommendations — Chart of Accounts (HTML)
• Accountant's Project Profitability template (CSV)
• Class, Client reference guide mapping common expenses to the right categories
• Honeybook access to verify client, project, invoice breakdowns
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PART 2: TIMEPROOF & PAYROLL AUDITING (3-5 hrs/week ongoing)
Every week before payroll, you'll audit other VAs' timesheets by cross-referencing their Timeproof data and browser history against what they logged in Gusto (our payroll platform).
Your job:
• Verify logged work hours match browser activities, text messages, and Timeproof
• Catch double clocks, missed clock-outs (someone logs 19 hours because they forgot)
• Find unlogged work (partners' work-related sessions, conversations, activities that never made it into the system)
You'll work with:
• Browser history exports (JSON files, tens of thousands of entries)
• AI assistants to help process large datasets and identify patterns
• Gusto timesheets, text message exports, Timeproof exports
• Platform-to-project mapping (specific platforms ? specific clients/projects)
Example finding you'd produce:
"Friday, Oct 24 — CRITICAL
Gusto shows: 1:22am - 9:11pm [Client A] (19h 49m) — IMPOSSIBLE
Browser evidence: [Platform] activity only 6pm-10pm
Fix: DELETE the 1:22am entry. ADD 6:00pm-9:11pm [Client A] (3h 11m)"
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REQUIREMENTS
QuickBooks:
• QuickBooks Online
• Chart of Accounts setup, merging, maintenance
• Class tracking, Customer tracking, and tagging
• Experience with billable expenses and overhead expense tracking
• Bank statement reconciliation and Honeybook invoice reconciliation experience
• Experience splitting invoices (e.g., parts of invoices with retainer fees, reimbursement of expenses)
Data & Analysis:
• Comfortable with AI tools, exported datasets, spreadsheets
• Pattern recognition — observing patterns of work vs personal activity
• Clear written communication, requests for clarification, writes documentation
• Discretion with sensitive data
• Attention to detail
Bonus:
• Experience with creative businesses or businesses with multiple revenue types
• Honeybook experience, Gusto experience, Timeproof experience
• Experience using free AI assistants (Gemini, ChatGPT, DeepSeek, or similar)
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TOOLS
• QuickBooks Online (Accountant access)
• Honeybook (view access for invoices)
• Gusto (timesheet and payroll management)
• Timeproof (time tracking verification)
• Google Sheets / Excel
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Pay Rate (Range depending on applicant, experience)
: $5-8 USD/hr, 40-60 hours/month
1 PAID, TEST PROJECT required to PROGRESS application
• 1 week of QuickBooks work + 1 week dataset for Gusto timesheet auditing
• Timeproof set up required, Test project compensated at your quoted hourly rate
No free work. If it goes well, you're hired. If not, you still get paid for your time.
ATTACHMENTS (will send to qualified applicants):
1. Accountant's Recommendations (HTML) — success criteria to align to
Stable, long-term work. We run payroll every week and close books every month — if you're reliable, you'll have hours, and potentially increasing hours, indefinitely.
